Copperfield College is committed to protecting the privacy of students, parents, guardians, and staff. This Privacy Policy explains how we collect, use, store, and disclose personal information, and the rights you have over your information.
This policy reflects our obligations under the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic), and aligns with the Department of Education’s Schools’ Privacy Policy.
1. What we collect
We collect personal information so we can:
- Process enrolment applications and manage student enrolment
- Educate, support and care for the wellbeing of students
- Communicate with parents and guardians
- Meet our legal duties to the Department of Education, the Victorian Registration and Qualifications Authority (VRQA), and other government bodies
- Operate, maintain, and improve our website and online services
The information we collect may include:
- Identity and contact details — names, addresses, dates of birth, phone numbers, and email addresses of parents, guardians, and students
- Educational records — previous school details, school reports, assessments, and academic history
- Health and wellbeing information — medical conditions, additional needs, attendance history, and out-of-home care status, where disclosed
- Cultural information — Aboriginal and Torres Strait Islander status, where disclosed
- Documentary evidence — proof of address, birth certificates, and similar records where required
2. The Apply Now and Scholarship forms
When you submit an application via this website, the information you provide is:
- Stored securely on our website’s hosting infrastructure within Australia
- Accessible only to enrolment office staff and the College’s authorised administrators
- Used solely to assess your application and contact you about your child’s enrolment
- Retained for 12 months from the date of submission, after which it is automatically deleted unless required for an active enrolment
We do not use your application data for marketing, share it with third parties for commercial purposes, or transfer it overseas.
3. How we use your information
We use personal information for the educational and administrative purposes outlined above. We do not use it for any other purpose without your consent, except where required or authorised by law.
4. Who we share information with
We may share your information with:
- The Department of Education and Training (DET), to meet our reporting and compliance obligations
- Other schools, where a student transfers, in accordance with DET policy
- Health, wellbeing, or specialist support professionals engaged to assist your child, with your consent where required
- Government agencies, where authorised or required by law (for example, courts, child protection authorities, the Australian Federal Police)
- Service providers that operate our website, email, and student information systems, under contractual privacy obligations
We will not disclose your personal information to anyone outside these categories without your consent, unless we are required or authorised to do so by law.
5. Storage and security
Personal information is stored on secure, password-protected systems. Access is restricted to staff who need it to perform their duties. We use industry-standard security measures, including encryption in transit, regular backups, and security monitoring, to protect against loss, misuse, and unauthorised access.
6. Retention
We retain personal information for as long as it is needed for the purposes for which it was collected, and in accordance with the Public Record Office of Victoria’s Retention and Disposal Authority for Records of School Operations. Enrolment expressions of interest received via the Apply Now and Scholarship forms are retained for 12 months and then automatically deleted.
7. Cookies and website data
This website uses cookies and similar technologies to:
- Maintain your session as you move between pages
- Remember choices you have made (such as dismissing the notification bar)
- Protect our online forms against automated abuse, via Google reCAPTCHA
Google reCAPTCHA is provided by Google LLC and uses cookies to distinguish humans from bots. Your use of reCAPTCHA is subject to Google’s Privacy Policy and Terms of Service.
We do not use third-party analytics or advertising trackers on this website.
8. Your rights
You have the right to:
- Request access to the personal information we hold about you or your child
- Request correction of any information that is inaccurate, out of date, or incomplete
- Withdraw consent for the use of your information where you previously provided it
- Make a complaint if you believe your privacy has been breached
Requests can be made by contacting the College’s Principal or Privacy Officer. We will respond to your request as soon as practicable, and within the timeframes set by Victorian law.
9. Contacting us about privacy
If you have a question or concern about how your personal information is handled, please contact the College in the first instance:
Copperfield College Enrolment Office
Phone: (03) 9307 5555
Email: enrolment@copperfieldcollege.vic.edu.au
If you are not satisfied with our response, you can contact:
Office of the Victorian Information Commissioner (OVIC)
PO Box 24274, Melbourne VIC 3001
Phone: 1300 006 842
Web: ovic.vic.gov.au
For health information complaints, the relevant body is:
Health Complaints Commissioner
Level 26, 570 Bourke Street, Melbourne VIC 3000
Phone: 1300 582 113
Web: hcc.vic.gov.au
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in law or our information-handling practices. The current version is always available at this address.
Last reviewed: May 2026.